2 2 1. The Nova Scotia Liquor Corporation (NSLC) invites proposals from parties interested in providing a Point of Sale (POS) Hardware solution for our retail outlets. Interested parties are invited to submit proposals outlining their qualifications, experience, pricing, implementation plan and references as outlined in the body of this RFP document. The term for this contract will be to provide services as early as possible with the goal of delivering project completion as per specifications. Project implementation dependent upon approval by the Nova Scotia Liquor Corporation s (NSLC) Board of Directors. 2. The NSLC Policy is to ensure that all firms interested in becoming government suppliers shall be given equitable access to contract opportunities, except that consideration may be shown to Atlantic Provinces suppliers, manufacturers and contractors whenever practical and economically feasible to do so, consistent with The Atlantic Procurement Agreement. 3. Proposals must be delivered to the Nova Scotia Liquor Corporation, prior to the RFP closing date. Please indicate the RFP reference number on your document and/or envelope. Mailing/Courier Address: Nova Scotia Liquor Corporation Attn: Stephen Bayer Manager, Procurement & Tendering RFP No. GD-04-P Chain Lake Drive Halifax, Nova Scotia B3S 1A3 4. Inquiries regarding the RFP Specifications are to be directed by to Sean Lane, Senior Manager, IT Operations, NSLC at or general inquiries to Stephen Bayer, Manager, Procurement & Tendering, NSLC at 5. Please submit five (5) paper copies of your proposal, as well as one (1) electronic copy in Word or.pdf format. 6. Late proposals received after the closing date and time will be disqualified from competition and returned to the respondent unopened. 7. Proposals will not be accepted by fax or . Respondents may include options and alternatives in their proposal. Options may be included when the Respondent wishes to propose additional services beyond those specifically identified in the RFP. 8. Proposed schedule(s) must be included in all responses submitted.

3 3 9. All submissions are subject to evaluation after opening and before award of contract. Submissions may be evaluated not only on the submitted price, but also on quality of goods, delivery, availability of supply, parts, servicing and the capacity of the respondent to meet the requirements of the procurement in accordance with the criteria stated in the RFP document. On request, unsuccessful respondents are entitled to receive an explanation and a debriefing on their submission. All buying activity will attempt to seek out best value, which maximizes the effectiveness and profitability to the Corporation. 10. The NSLC is not obliged to award lowest proposal and reserves the right to reject any or all proposals and has the right to cancel this RFP if required. 11. The NSLC reserves the right at any time, with 30 days written notice, to cancel the contract with the successful proponent without giving specific reason. 12. All respondents should be aware only contracts or amendments signed by the President or designate of the Nova Scotia Liquor Corporation will be valid. 13. All contracts resulting from this RFP will be governed under the laws of Nova Scotia. 14. It is the Respondent s responsibility to ensure that it has all the necessary information concerning the intent and requirements of this RFP and project, and to seek clarification of any matter it considers to be unclear before submitting a proposal. The NSLC is not responsible for any misunderstanding of this RFP on the part of the Respondent. 15. No information given orally by the NSLC, or by means of or telephone, will be binding, nor will it be construed to change the requirements of the RFP in any way. 16. Respondents wishing to amend an already submitted proposal must submit the amendment to the Nova Scotia Liquor Corporation by fax addressed to the attention of Stephen Bayer, Manager Procurement and Tendering, at provided they are properly identified by company name, RFP number and due date and are received by the Nova Scotia Liquor Corporation prior to the closing date and time. Our fax machine activity record will govern the receiving date and time. Amendment is to identify change in price only, not revealing the amount of the original price submitted. 17. The respondent shall indicate in his submission that he has based his prices on the specifications and all addenda issued during this course of the RFP posting. All pricing must be in Canadian Funds. The bidder should ensure that all calculations and totals are correct. If any discrepancies/errors are noted in the evaluation process, the unit price quoted will prevail.

4 4 18. The respondent shall ensure that he has in his possession at the time of submission, all addenda that may have been issued. Confirmation can be obtained by checking the RFP document #GD-04-P-14 as posted on the Public Tenders website at 19. In the event that any proposal is not accepted, the NSLC will not be liable for any costs or damages incurred by the Respondent including, without limitation, any expenses incurred in the preparation and submission of the proposal or the preparation and performance of any presentations or demonstrations. 20. The NSLC reserves the right to verify any information provided by a Respondent by whatever means it deems appropriate, including contacting references other than those offered, and to reject any such information if, in the judgment of the NSLC, such information is not verifiable. 21. The proposal submitted is irrevocable by the Respondent, and will remain in effect and open for acceptance by the NSLC for a period of sixty (60) days after the last day for the submission of proposals. 22. All requirements, designs, documentation, plans and information obtained by the Respondent from the NSLC in connection with this RFP are the property of the NSLC, and must be treated as confidential and not used for any other purpose than replying to this RFP and the fulfillment of any subsequent contract. Upon request of the NSLC, all such designs, documents, plans and information shall be returned to the NSLC. 23. The NSLC will consider all proposals as confidential subject to the provisions of the Freedom of Information and Protection of Privacy Act S.N.S. 1993, as amended from time to time. Any proprietary or confidential information should be identified as such and the desired treatment specified. The NSLC will, however, have the right to make copies of all proposals received, for its internal review process. 24. It is the Respondent s responsibility to ensure that it has all the necessary information concerning the intent and requirements of this RFP and project, and to seek clarification of any matter it considers to be unclear before submitting a proposal. The NSLC is not responsible for any misunderstanding of this RFP on the part of the Respondent. 25. It must be clearly understood that if there is any evidence of misleading or false information having been given, the NSLC may, at its soles discretion, reject the proposal. 26. Notification of successful proposal will be ed to all respondents immediately after the RFP is awarded.

5 5 27. RFP Evaluation Criteria: As outlined in Section 4.1, Evaluation Criteria, of the RFP Specifications. 28. The NSLC does not bind itself to select any proposal and may proceed as it determines, in its sole discretion, following receipt of proposals. The NSLC reserves each of the following rights, each of which may be exercised at its sole discretion, and for any reason whatsoever: I. To reject any or all of the proposals; II. To accept any or all proposals, in whole or in part (including, without limitation, the right to accept none, some or all of the optional features or items proposed in a proposal); III. To accept a proposal that does not satisfy every requirement of the NSLC identified in this RFP; IV. Not to proceed with all or any part of the project; V. To terminate this RFP for any reason or no reason. 29. The acceptance of a proposal and the award of any aspect of this project will be made in writing, and only in writing. At that time, the successful Respondent and the NSLC shall enter into discussions to finalize an agreement. Any award is provisional until the Respondent enters into a written contract on terms satisfactory to the NSLC. Note: In no event shall the NSLC be obligated to enter into the Respondent s form of contract. In the event that a successful Respondent fails or refuses to enter into, and duly execute a written contract acceptable to the NSLC within 45 days of the award, the NSLC reserves the right, at its sole discretion, to: i) extend the period for executing a contract; ii) award the contract to the next qualified Respondent; iii) not accept any proposal; or iv) to call for new proposals and the defaulting Respondent shall be responsible for all losses, damages, costs, and expenses (including consequential losses and damages, and legal fees on a solicitor-and-client basis) suffered or incurred by the NSLC as a direct or indirect result thereof, including but not limited to any increase in the price of performance over the price submitted by the defaulting Respondent in its proposal.

9 Page 4 1. INTRODUCTION 1.1. Introduction NSLC Overview Nova Scotia Liquor Corporation (NSLC) is a Crown Corporation of the Province of Nova Scotia established in Prior to July 2001, the NSLC was a provincial commission operating for over 70 years. The NSLC is responsible for the purchase, importation, distribution, and retail activity for all beverage alcohol in the Province of Nova Scotia as well as for administering the Nova Scotia Liquor Control Act. Administrative functions are conducted at the head office located in Halifax NS, as well as two additional regional offices throughout Nova Scotia. Halifax is also the location of the central warehouse that supplies all Corporation-operated retail liquor stores with approximately 3,000 products. These include wines, spirits, beer and ready-to-drink. The NSLC is a major retailer in the Province of Nova Scotia with 105 retail outlets, 1200 employees, and approximately half a billion in sales. It also distributes product to licensees, private wine stores and through Agency outlets. A licensee is a business/establishment licensed by the Nova Scotia Alcohol & Gaming Authority (AGA) for the sale of beverage alcohol by the glass to be consumed on the premises of the licensee. The AGA, not the NSLC, is also responsible for enforcing the Liquor Control Act and their regulations with licensees. Agency stores are Corporation-regulated private sector operations which sell beverage alcohol products in addition to offering non-liquor goods and services to residents of smaller communities. The NSLC s future success depends on its ability to provide shoppers with a retailing experience that meets and exceeds their rapidly evolving needs. The long-term earnings growth resulting from focusing on customer expectations will be achieved through on-going investments in all aspects of the business. Additional information about the NSLC may be found at its corporate website, Purpose and Scope of Work The purpose of this Request for Proposal (RFP) is to select a business partner that will provide POS Hardware for our future POS Software. The NSLC is currently working with PCMS to implement a new POS software solution. This POS software solution is JAVA based and will run SUSE Linux 11 SP3 at the OS Level. The NSLC plans to implement the new solution beginning in August with an expected completion date of November 14 h, It is expected that we will complete 15 locations per week once the full roll out schedule is finalized.

10 Page 5 Proponents need to be aware that the NSLC will require the POS Hardware equipment to be dropped shipped to stores at least two weeks in advance of implementation. The NSLC reserves the right to accept, reject or supplement any of the above services Request for Proposal Process and Procedures Process The following table outlines the major activities and the procurement schedule. Activity Start Date End Date Issue RFP May 5/14 - Response Time May 5/14 May 27/14 Response Due May 27/14 May 27/14 Vendor Selection May 28/14 June 04/ Mandatory Requirements This RFP includes mandatory, preferred and desirable requirements. Proposals not meeting all mandatory requirements will be rejected without further consideration. Proposals not meeting the Minimum Score required for an Evaluation Factor as identified in Section 4.1 will be rejected without further consideration Evaluation Team A committee formed by the NSLC will evaluate proposals. Proposals will be evaluated based on the criteria laid out in Section Proposal Preparation Proposal Format All proponents are asked to organize their proposals in the same manner and order as shown in the Evaluation and Pricing Section 4. Proponents are advised to limit their proposals to not be longer than 15 pages. In addition, proponents are free to include additional material in appendices, however, only the main body of the proposal will be evaluated with the exception of responses to Appendix C. The Proponents should provide five (5) paper copies of their responses, as well as one (1) electronic copy in Word or.pdf format for the main body of the proposal.

11 Page Proposal Changes/Amendments/Closing Dates/Late Proposals Refer to the Response Instructions and Information cover sheet for information on proposal changes, notification of changes, closing dates, and late proposals Additional Information All documentation materials submitted as attachments to the proposals should be clearly indicated on a "list of materials" document Proponents Expenses Proponents are solely responsible for their own expenses in preparing, presenting or delivering a proposal Authorization An authorized officer of the company must sign proponent responses Additional Terms Subcontracting and Partnering The Proponents to this RFP must respond and be prepared to accept the role of primary POS Hardware partner to the NSLC. Utilizing a subcontractor or partner is acceptable for distribution only, POS Hardware support must be provided by Hardware vendor. The principle contractor must take overall responsibility for partner or subcontractor contracts, payment, availability, skill set, quality of work, etc. Please see Section for instructions Liability for Errors While the NSLC has made considerable efforts to ensure an accurate representation of information in this RFP, the information contained in this RFP is supplied solely as a guideline for proponents. The information is not guaranteed or warranted to be absolutely accurate by the NSLC, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve proponents from forming their own opinions and conclusions with respect to the matters addressed in this RFP Acceptance of Terms Terms and conditions of the contract resulting from the award of this RFP will be finalized once the successful proponent has been identified Financial Stability The Proponent s financial stability will be assessed based on their annual report, which is required as part of the response.

12 Page Use of Request for Proposal This document or any portion thereof may not be used for any purpose other than the submission of proposals Confidentially of Information Information pertaining to this RFP or any material obtained by the proponent as a result of participation in this project is confidential and must not be disclosed without written authorization from the NSLC.

13 Page 8 2. PROJECT DESCRIPTION 2.1. Introduction Project Background The NSLC s current hardware platform is at end of life and does not meeting the minimum technical requirements for the new POS software solution Purpose, Vision & Culture The NSLC s Purpose and Vision statements as originally tabled in 2005, remains the guiding principles for the corporation for the next planning term. They are revised to clarify the NSLC s enhanced commitment to responsible retailing and sustainable business practices across Nova Scotia s communities. The NSLC also takes this opportunity to restate its Culture statement and the behaviors that it believes are needed to deliver this strategic plan. The statements that guide the corporations in all of its efforts are: 2.3. Project Scope Purpose - To bring a world of responsible beverage enjoyment to Nova Scotia. Vision - To be a superb retailer recognized for sustainable business performance and engaging customer experience, eliciting the pride and enthusiasm of Nova Scotians. Culture: Encourages innovation and creativity Engages employees in achieving success Is driven by customer needs Demonstrates respect and dignity in all we do Is a fun and healthy place to work Advocates intelligent consumption and responsibility The scope of POS Hardware Replacement Project is to select a new POS Hardware partner for the NSLC. This partner will provide all POS Hardware including Terminal, Scanner, Receipt Printer, Cash Drawer and warranty. It is required that the hardware be shipped direct to store two weeks in advance of the installation date. Value Add: The NSLC has several hardware strategic initiatives over the next several years. The IT Roadmap includes Printer replacements and Thin Clients at the 105 locations. Proponents should keep this in mind. The NSLC will be launching an additional support contract RFP to include existing hardware in stores but also including the integration of this hardware. Additional points will be given to proponents who can support both initiatives.

14 Page Proposed Project Implementation Schedule The following shows the proposed high level implementation schedule for the project. The NSLC implements a system freeze leading into and through the Christmas season (Starting mid-november through to the end of first week of January). A high level equipment delivery schedule is located in Appendix B A high level Pilot/Rollout schedule is located in Appendix C Exact delivery locations and timing will be negotiated with the winning vendor but commitment to the current planned dates and overall approach is mandatory.

15 Page PROPOSED SERVICES AND QUALIFICATIONS The following section describes the required content of the Proponent s response to this RFP. Proponents are required to respond using the same format Mandatory Requirements The following are mandatory requirements. The proponent is to complete the following table indicating their ability to meet the Mandatory Requirements. Failure to meet these requirements will result in the Proponent s response being disqualified. # Mandatory Requirement Response 1. The Proponent must respond as the primary POS Hardware partner to the NSLC. 2. The Proponent must provide the complete solution including Hardware and Warranty. 3. The Proponent must provide at least one reference from a similar hardware project. 4. The Proponent must be able to drop ship to all NSLC s retail locations. 5. The successful POS partner must have product ready for receiving starting August 1st, 2014 as per the roll out schedule. A Proponent may only act as prime partner on one proposal. However, a Proponent can act as a subcontractor on multiple proposals Demonstrated Corporate Expertise Proponents are required to provide a concise outline of their corporate expertise in the following: Experience in implementing POS Hardware in environments similar to the NSLC. How the proponent leverages past experience for future projects. Corporate approach to quality assurance. Corporate approach to client management. Ongoing support for installed clients. Investment in their POS Hardware. Leadership in retail technology development. Facilities for/support of, Product user Groups

16 Page Corporate References Proponents are required to provide references for recent work where they have successfully undertaken projects of similar size and scope that represent the Proponent s current corporate capability. To verify these references, Proponents must provide a list of contacts and site references. Contacts provided in your proposal should be notified that they might be contacted by the NSLC as part of the evaluation process. Reference information should be provided in the following format: Name of the Organization involved Name, title, phone number and of the Contact(s) A brief description of the project, including client objectives, functional and technical scope, duration, complexity, and beginning/end dates Make note of differences in product releases and/or functionality, relative to the NSLC s requirements. Listing of number of locations/lanes supported Requirements Technical The investment that is being made through this project will set the strategic direction for the use of information technology at the NSLC s retail locations for the foreseeable future. The systems and technologies to be put in place during the POS Hardware Replacement Project support and align with the NSLC s Purpose, Vision and Culture.

18 Page Warranty Support The NSLC network is province wide and currently operates 105 stores with approximately 345 lanes. Store operating hours are varied and may extend from 9AM until 10PM Monday to Saturday and 12PM until 5PM on Sunday. The Proponent will provide details on all available warranty options for the POS Hardware being purchased. The NSLC will be launching an additional Support Services RFP in which the successful bidder would provide the warranty outlined by the proponent in this proposal. Value Added points will be given to proponents if they can provide both hardware and in store support. The RFP for in store support will be launched immediately after this Hardware RFP is awarded Proposed Resources Subcontracting Arrangements Responses must include a list and description of all partnering and subcontracting arrangements, including partner or subcontracted areas of expertise.

19 Page EVALUATION AND PRICING 4.1. Evaluation Criteria An Evaluation Team will conduct the evaluation based on the written proposals. Evaluation Factor Weight Mandatory Requirements Y/N met? 1. Understanding of the 5 Requirement 2. Demonstrated Corporate 5 Expertise 3. Technical Requirements Value Add Delivery Financial Proposal Proposal Pricing All pricing is to be provided in Canadian currency. Proponents are to provide three hard copies and one soft copy, in Microsoft Word, of their proposal pricing under separate cover, as their Financial Proposal, distinct from the balance of their Proposal Executive Summary and Annual Report Proponents must provide an Executive Summary of their Financial Proposal. Proponents are also requested to provide the NSLC with a copy of their most recent annual report Major Milestones and the Payment Stream Proponents must include a proposal for the payment stream on the project. Assuming that payment for efforts during the implementation will be staged to coincide with the delivery of the product; bidders are requested to provide a proposal for these Milestones and to propose the percentage of project effort allocated to each milestone and the resulting payment required Assumptions Proponents must document any assumptions made in the preparation of their Financial Proposal.

20 Page Proposal Price Details Proponents will prepare a summary and details of their financial proposal. Proponents are responsible for ensuring that their submission addresses all costs associated with their proposal for the delivery.

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